Workflow Rules for Tasks - Business cases

Workflow Rules for Tasks - Business cases


I am back with another update on Task Automation. I believe you are all using Workflow Rules for Tasks to create rules and trigger actions automatically based on your project requirement. Today, let's see some simple business cases using Workflow rules.

Case 1:
When the task start date is not scheduled, then it should automatically take the start date as today and set the end date after 5 days from the start date.

Condition 1:
Criteria: Task start date = Unscheduled
Action: Task Start date = Today, Task End date = 5 days after start date

Case 2:
When the project 'Event Management' is unscheduled, send an email notification to the Event Coordinator & Task Owner.

Condition 2:
Criteria: Project Start date is Unscheduled and Project name is Event Management
Action: Send email to Event Coordinator & Task Owner

Case 3:

Condition: Using Webhooks

Webhooks lets you push data from Zoho Projects to other third party applications and trigger an action or notification in the desired application. For instance,

- When a task is updated, show an alert in the internal communicator tool. 
- Once the Development task is completed, trigger a call in the Automation tool used for the Testing process.


1. One rule can be applied to all Task layouts.
2. Workflow Rules for Tasks is supported in the Enterprise plan.

I hope these cases help you to create your own rules for tasks. Try them out and share your feedback with us and also let us know your business cases to add more options or conditions to the feature.

Zoho Projects
    • Sticky Posts

    • Tip 37: Time Log Restriction in Zoho Projects

      Timesheet in Zoho Projects helps you big time in entering log hours for the tasks and issues and approving them. Now, with the new Time Log Restriction option, you can set daily and weekly log hour limits. You can restrict users from entering extra log hours than the permissible limit. The limits are restricted to 24 hours per day and 168 hours per week by default based on business hours. To customize, navigate to Task & Timesheet settings under Portal Configuration in Zoho Projects setup and enable
    • Flexible Milestone Invoicing

      If your Zoho Projects portal is integrated with Zoho Invoice/Books, you can now create an invoice for your milestones. You can enable it under Integration Preference and invoice milestones regardless of the project's billing type. For instance, consider
    • Work agile in Zoho Projects! The much-awaited Zoho Sprints integration is in the making.

      Let your teams work in both classic and agile methodology using our integration with Zoho Sprints. We made sure you get the best of both worlds with this integration. You can scale through teams irrespective of what methodology they use and make sure they work with speed and flexibility. And, you can do it all from one place- Zoho Projects.  Why this integration is a benefit?  This integration mostly helps in managing classic and agile practices together. Most organizations use a mix of both classic
    • Spotlight #2: The Checklist extension for Zoho Projects

      Hola, folks! The extension in the spotlight for this fortnight will be Checklist for Zoho Projects. We recommend using its latest version if you have not updated it yet.   Things you can do with this extension: Create instantaneous to-do lists for your tasks and issues in Zoho Projects Create checklist templatesnew Convert an existing checklist into a templatenew Reduce the number of subtasks required for a work item Include checklists in your project templates and save more time. Refer to this extension's
    • Manage expenses from Zoho Projects

      One of the most difficult tasks in project management is to track expenses and stay within the allocated budget. With Zoho Expense integration it is now easy to monitor and manage project related daily expenses of employees. The integration helps manage complete expenses, right from uploading a receipt to its approval.  ​ What are the benefits of this integration?  Track expenses using Expense reports inside Zoho Projects. View expense along with the actual cost and compare it with the project budget.

      Zoho SalesIQ Resources

            Zoho TeamInbox Resources

              Zoho DataPrep Resources

                  Zoho CRM Plus Resources

                    Zoho Books Resources

                      Zoho Subscriptions Resources

                        Zoho Desk Resources

                          Zoho Projects Resources

                            Zoho Sprints Resources

                              Qntrl Resources

                                Zoho Creator Resources

                                  Zoho WorkDrive Resources

                                      Zoho Campaigns Resources

                                        Zoho CRM Resources

                                                    Design. Discuss. Deliver.

                                                    Create visually engaging stories with Zoho Show.

                                                    Get Started Now

                                                      Zoho Show Resources

                                                        Zoho Writer Writer

                                                        Get Started. Write Away!

                                                        Writer is a powerful online word processor, designed for collaborative work.